Appointees begin their official advisory body involvement through BOS action and serve for a specified term. Each body has an enabling charge and bylaws, which spell out structure, work processes and the expectations of members. Although bodies do not have the authority to hire employees, most bodies have been assigned county or contracted staff to assist the Chair, Vice Chair and the members with conducting the business of each body and providing regular reports, recommendations and advice to the BOS or other units of government. The business of each body is public and governed by all the applicable state and local laws about transparency and availability of the body’s records to the members of the public. Some bodies are required to adopt a conflict of interest code, although the Fair Political Practices Commission asked us in 2014 that we review all bodies with these code requirements to see if they are legally necessary, according to State Law. Bodies are expected to file an annual work plan with the BOS and a list of goals and priorities that will guide their work for that year. They also are asked to submit an annual report that summarizes their accomplishments and activities.

Periodically the BOS evaluates and examines the advisory bodies to determine if any changes are needed in the structure, composition, Board charge, enabling mandate, assignments or the inner workings of the bodies. Some of these reviews have led to changes in bylaws, membership requirements, structure, enabling charges, assignments/duties or sun-setting of the body.

• Agricultural Task Force: Questions were referred to the Agriculture/Weights and Measures Department following the April IOC meeting, requesting a review of the Task Force’s charge, work efforts and structure. The Department Head is working on this project and can present an update and recommendations at a future meeting.

• Alcohol and Other Drugs Advisory Board: The Health Services Department staff has conducted an extensive review of this advisory body and its work and structure. The Department is recommending a modification of the committee structure and meeting schedules that will allow the advisory body members to continue conducting valuable outreach and policy research but will not be as labor intensive or staff dependent as the current structure. A copy of the structure as modified is attached. If the IOC and BOS agree with the department’s recommendations, Health Services staff will work with advisory body leadership to rewrite the committee bylaws for BOS approval.

• Arts and Culture Commission: The Commission has considered the question of whether or not they wish to/or the time is right for them to spin off as a non-profit. For the present time, they request continuation as an advisory body to the BOS with the same level of staff support. They will consider the possibility of becoming a non-profit at some future time.

• Contra Costa County Advisory Council on Aging: EHSD has been without a permanent Bureau Chief for the Aging and Adult Services for the past six months. CAO staff recommends that the review of the duties and functions of this Committee be continued until a new Bureau Chief can have sufficient time to understand and respond to the issues and questions laid out in the Triennial Review report. Another item concerning this advisory body was researched by CAO staff. The matter is whether or not Advisory Council members should to continue to fill out the Form 700. Based on CAO staff review, the recommendation is to continue having advisory committee members fill out the Conflict of Interest Form 700 because their recommendations appear to be routinely implemented by the Department’s administration and approved by the BOS.

• Countywide Bicycle Committee and CCTA Countywide Bicycle and Pedestrian Committee: The Public Works Department and the Department of Conservation and Development have reviewed both bodies and are recommending no change in or expansion of the charges, work duties or structure of either body at this time.

• Commission for Women: Questions were raised during the IOC meeting about staff support and the number of members on the Commission; responses follow, summarized in a report from the Commission Chair. The advisory body members have reviewed their work and structure and recommend that either a small (no more than 5 members) or no reduction in membership occur at this time. They view larger membership as necessary to get the Commission work done without additional staff support from the county. Current membership is at 14, with full membership currently set at 25. The Senior Deputy CAO who works with this advisory body has conducted a review of the possibility of finding county funds to provide additional staff support and indicates that no funds for expanded staff support are available at this time.

• Economic Opportunity Council: The IOC asked for a report on how Community Services Block Grant funds are spent, specifically the percentage being spent for employee salary costs versus what is spent on programs and programming. Other questions that were raised had to do with the structure and work load of the Economic Opportunity Council. Attached is a response from Departmental and program staff to the questions raised by IOC members. EHSD/CSB staff will attend the IOC to answer any additional questions or concerns raised by Supervisors.

• Emergency Medical Care Committee: The Senior CAO Deputy who works with the EMS program and the EMS Director laid out a plan with the committee to review their by-laws and rewrite them, especially as it relates to membership and size of the committee. The full Committee will review the proposed by-law changes at their September meeting and will come to the BOS for review and approval. At this same meeting, the membership will review and discuss their role so that members clearly understand that they serve in an advisory role to the BOS. The EMCC Executive Committee has offered to attend a future IOC meeting to discuss these items further or in more detail.

• Historical Landmarks Committee: The Department of Conservation and Development has reviewed the work of this committee and requests that the BOS continue it as an advisory body to both the Department and the Supervisors, with the same structure, duties and membership as currently exists.

• Public and Environmental Health Advisory Board and Hazardous Materials Commission: At the IOC meeting, the Health Services Department was asked to review the work of these bodies and determine if they could/should be merged or other changes made. The Department has asked for some additional time to complete this review, since the new Public Health Director has just begun his job. A return to the IO Committee with a response from the department could occur within the next 60-90 days.